36-Month rental and managed print services for two photocopier machines with digital document management

The Limpopo Tourism Agency requires Managed Print Services and a Digital Document Management Solution for 36 months. The goal is to modernise document handling, improve security, reduce paper usage, and enhance operational efficiency. The scope includes supplying new photocopiers, cloud integration, security, digital workflows, and ongoing support.

• Closing Date and Time: 06 July 2026 at 12:00.
• Price Validity Period: 80 days from the closing date.

• For Specification Queries: Mr. Isaac Maelane. Email: [email protected]. Tel: (015) 293 3600.
• For Bidding Process Queries: Ms. Sewela Nyaka. Email: [email protected]. Tel: (015) 293 3600.
• Submission Address: LTA Quotation Box, ERF 92/688, Portion 2, N1 Main Road, Southern Gateway Ext 4, Polokwane, 0700.
• Postal Address: P.O. Box 2814, Polokwane, 0700.

• Submit your quotation on your company letterhead.
• Place your submission in the LTA quotation box at ERF 92/688, Portion 2, N1 Main Road, Southern Gateway Ext 4, Polokwane.
• The deadline is 06 July 2026 at 12:00.
• Emailed submissions will not be accepted.
• You must complete and submit the following forms with your bid: SBD 3.1 (Pricing Schedule), SBD 4 (Bidder’s Disclosure), and SBD 6.1 (Preference Claim Form).
• Failure to submit these completed forms will result in immediate disqualification.
• Do not use correction fluid; any alterations or use of a copy of the original bid document will invalidate your bid.
• The price offer must be valid for 80 days from the closing date.
• No payment is required to submit this bid.

Scope: Provision of Managed Print Services and a Digital Document Management Solution for 36 months.

• Supply and installation of one brand new colour and one brand new mono multifunction photocopier.
• Centralised print management with user tracking and monthly analytics.
• Cloud integration with Microsoft 365 (SharePoint, OneDrive, Teams) and scan-to-cloud functionality.
• Security: Secure print release (PIN), role-based access, data encryption, audit logs.
• Digital workflow with OCR scanning, searchable PDFs, and automated workflows.
• Technical requirements: A3 capability, minimum 45 ppm, duplex, mobile printing, touchscreen.
• Remote monitoring, predictive maintenance, and remote diagnostics.
• Maintenance: Click charge includes toner, parts, labour, travel; no refurbished consumables; automatic toner replenishment.
• SLA: Uptime ≥ 98%, response time ≤ 4 hours, resolution within 24 hours, replacement if downtime exceeds 48 hours.
• Sustainability: Energy-efficient devices, default duplex printing, monthly environmental reports.
• Deliverables: Installed devices, integrated solution, monthly reports, quarterly reviews.

• You must prove financial ability via a signed letter from an NCR-accredited institution, proof of overdraft, or a stamped bank statement (not older than 3 months).
• You must submit a detailed company profile.
• Experience in rental/leasing of office machines (photocopiers, printers) is scored based on years:
• 8+ years: 15 points.
• 6-7 years: 12 points.
• 4-5 years: 10 points.
• 3-4 years: 8 points.
• 0-2 years: 5 points.
• Provide signed reference letters on valid letterheads:
• More than three letters: 15 points.
• Three letters: 10 points.
• Less than three letters: 5 points.
• LTA reserves the right to verify reference letters.

• You must complete the SBD 3.1 Pricing Schedule with firm prices only.
• The schedule must include:
• Monthly rental prices (VAT inclusive) for Years 1-3 for mono and colour machines.
• Total rental amount for 36 months for each.
• Cost per copy (VAT inclusive) for Years 1-3 for mono and colour copies, covering maintenance, parts, and consumables.
• A total bid amount for 36 months (VAT inclusive).
• Incomplete pricing schedules lead to disqualification.

• You must submit a firm price, inclusive of VAT. Non-firm prices are not accepted.
• Complete the SBD 3.1 Pricing Schedule in full.
• The schedule requires:
• Monthly rental prices (VAT inclusive) for Year 1, Year 2, and Year 3 for both a mono (black & white) and a colour photocopier machine.
• Total rental amount for 36 months for each machine.
• Cost per copy (VAT inclusive) for Year 1, Year 2, and Year 3 for both mono and colour copies, including maintenance, parts, and consumables.
• A total bid amount for 36 months (VAT inclusive).
• Unconditional discounts are considered in evaluation; conditional discounts are not.
• Payment will be made after successful service delivery.

Mandatory requirements for bid validity:

• Your company must be registered on the Central Supplier Database (CSD).
• The entire bid document must be completed and signed in full.
• You must submit completed SBD 3.1, SBD 4, and SBD 6.1 forms.
• You, your directors, or shareholders must not be listed on the Register for Tender Defaulters.
• You must not have abused the Supply Chain Management System or failed to perform on a previous contract with written notice.
• The bid document must be completed in black ink. Corrections must be initialled and done with a straight line; correction fluid is prohibited.
• For preference points (B-BBEE), provide supporting documentation via CSD report, valid medical certificate for disability, and confirmation from the Department of Military Veterans for veterans.

• The 80/20 preference point system applies.
• Up to 20 points are allocated for Specific Goals: Black People (4), Youth (4), Women (4), Persons with Disability (4), Military Veterans (4).
• Points are allocated proportionally based on percentage ownership.
• Verification via CSD report, valid medical certificate for disability, and confirmation from the Department of Military Veterans.
• Failure to submit proof means no preference points are claimed.

• The solution must include security features: secure print release (PIN), role-based access control, data encryption (at rest and in transit), audit logs, and automatic data overwrite.
• These features are part of the technical specifications to ensure document security and safe handling.

• The contract will be a 36-month Service Level Agreement.
• LTA may negotiate prices with recommendable bidders.
• LTA may award the bid to the second recommendable bidder if the first fails to provide the service.
• Payment is made after successful service delivery.
• LTA reserves the right not to award the bid.
• You must declare company type and registration details.
• Fraudulent claims can lead to disqualification, contract cancellation, cost recovery, restriction from state business for up to 10 years, and criminal prosecution.

• A 36-month Service Level Agreement will be signed.
• LTA may negotiate prices with recommendable bidders.
• LTA may award to the second bidder if the first fails.
• Payment after successful service.
• LTA reserves the right not to award.

• Price offer valid for 80 days from closing.
• Prices must be firm and VAT inclusive.
• Evaluation uses administrative compliance, functionality, and the 80/20 preference point system.
• Submit completed SBD 3.1, SBD 4, and SBD 6.1 forms.
• The highest-scoring bidder wins.